Guy’s and St Thomas’ NHS Foundation Trust Hiring for Medical Education Administrator Job at London, England , UK Full Time

The purpose of this post is to provide efficient and responsive administrative and clerical support to the Education Service Manager, Training Programme Directors (TPDs), to the Director of Medical Education, junior doctors and other medical educators in the Trust.

In addition, you will also provide ad hoc support to the postgraduate medical education team which manages a range of training programmes for all junior doctors.

Book venues, catering, equipment and all other relevant resources for meetings and events.

• To organise and administer teaching and training programmes where necessary.
• Undertake data entry where necessary.
• Order office supplies using Trust systems and adhering to the Trust procurement guidance.
• Receive and re-route telephone calls appropriately and provide assistance and advice. To use initiative when dealing with queries and referring to senior / relevant staff as necessary.
• Undertake photocopying and collating as required.
• Receive and provide highly complex and sensitive information in a strictly confidential and professional manner.
• Implement local policies within own area of work and proposes changes to working practices.
• Set up/down rooms for events, meetings and training courses. This will involve moving and handling when setting up furniture, clinical equipment, audio visual equipment and refreshments as and when required.
• In the absence of members of the Medical Education team, provide appropriate cover to ensure the quality of service is maintained.

Guy’s and St Thomas’ NHS Foundation Trust comprises five of the UK’s best known hospitals: Guy’s, St Thomas’, Evelina London Children’s Hospital, Royal Brompton and Harefield; as well as community services in Lambeth and Southwark, all with a long history of high quality care, clinical excellence, research and innovation.

We are among the UK’s busiest, most successful foundation trusts. We provide specialist care for patients including heart and lung, cancer and renal services as well as a full range of local hospital and community services for people in Lambeth and Southwark.

We have around 22,700 staff, making us one of the largest NHS Trusts in the country and one of the biggest employers locally. We aim to reflect the diversity of the communities we serve and continue to develop new and existing partnerships with local people, patients, neighbouring NHS organisations, local authorities and charitable bodies and GPs.

• Postgraduate Medical Educationis responsible for supporting: doctors in training and locally-employed doctors; training leads, and supervisors; training programme delivery, ensuring compliance of medical training standards and requirements in line with the GMC/HEE guidelines; and service improvement projects within Medical Education.

Administrative Support

• To provide a comprehensive and efficient administrative service with specific focus on study leave for junior doctors and consultants
• Take comprehensive minutes and ensuring timely dispatch of papers, highlighting actions.
• Prepare and produce reports / spreadsheets, presentations and other documents as requested using the required format.
• Acknowledge and respond to all forms of correspondence in a timely manner.
• Book venues, catering, equipment and all other relevant resources for meetings and events.
• To provide administrative support to the Medical Education SMT when required.
• Responsibility for implementation of team projects, with minimal supervision to agreed goals and timescales.
• Draft and disseminate, with approval, appropriate materials and information relevant to your area of work throughout the year to agreed timescales.
• Keep abreast of changes and take responsibility for informing relevant parties of the requirements of training programmes.
• Support the quality assurance, contract compliance monitoring and reporting processes with respect to relevant programmes as required, including administrative support for quality visits and inspections, data collection and reporting, audit activities, and the preparation of any relevant documentation.
• To organise and administer teaching and training programmes where necessary.

Information Management

• Adapt and maintain effective information management systems, including spreadsheets, databases and filing systems, ensuring both accessibility, confidentiality and adhering to data protection legislation.
• Undertake data entry where necessary.

Financial responsibilities

• Responsible for processing invoices, ensuring appropriate signature and payment within necessary timescales
• Order office supplies using Trust systems and adhering to the Trust procurement guidance.

Office Management

• Receive and re-route telephone calls appropriately and provide assistance and advice. To use initiative when dealing with queries and referring to senior / relevant staff as necessary.
• Act as first point of contact with visitors to the department and to respond to a wide variety of queries, often dealing with complex and sensitive issues, in a courteous and efficient manner, making referrals to senior staff as necessary
• Act as a Trust liaison for Medical Education within the hospital and from external parties.
• Undertake photocopying and collating as required.
• Receive and provide highly complex and sensitive information in a strictly confidential and professional manner.
• Implement local policies within own area of work and proposes changes to working practices.
• Set up/down rooms for events, meetings and training courses. This will involve moving and handling when setting up furniture, clinical equipment, audio visual equipment and refreshments as and when required.
• Contribute to the maintenance of the website/s and ensure all content is up to date.
• In the absence of members of the Medical Education team, provide appropriate cover to ensure the quality of service is maintained.